Schools everywhere feel the impact when there aren’t enough substitutes to cover teacher absences. Instruction slows down, administrators scramble to fill gaps, and students lose valuable learning time. The solution starts with intentional recruiting and building a pool of substitute teachers who are reliable, professional, and excited to step into the classroom.
Here are some effective strategies for finding and keeping the right people.
1. Expand Your Recruitment Channels
Relying only on word-of-mouth or a single job posting won’t attract the wide range of candidates schools need. Instead, think broadly. Reach out to retired educators who may be interested in covering classrooms. Make parents and families of students aware of substitute teaching opportunities; be sure they know what it involves and what qualifications are necessary. Post substitute needs on district websites and statewide education job boards. Try partnering with local colleges or universities, whether or not they have an education program.
Casting a wide net increases your chances of connecting with individuals who bring diverse skills and experiences to the classroom.
2. Highlight the Value of the Role
Substitute teaching is often seen as “just filling in,” but in reality, substitutes keep schools running and protect instructional time. When recruiting, emphasize the impact: subs maintain continuity for students, support teachers, and contribute to the overall success of the school community. Framing the role as meaningful, not just temporary, helps attract candidates who want to make a difference.
3. Make the Process Simple
Many potential substitutes are discouraged by complicated applications or long onboarding steps. Streamline your process wherever possible and make sure your hiring process is clear. Once subs are hired, you can use Fill In Finder to make communication and clearances easy.
4. Provide Training and Support
Quality substitutes want to feel prepared. Even a short orientation covering classroom management basics, school policies, and how to access lesson plans goes a long way. Schools that invest in onboarding and ongoing support not only attract substitutes but also keep them coming back.
5. Recognize and Retain Your Best Subs
Recruiting doesn’t stop once you’ve filled the role; retention is just as important. Simple gestures help build loyalty. It can be as simple as thanking substitutes, offering professional development, and ensuring they’re consistently scheduled in familiar schools. When substitutes feel valued, they’re more likely to remain available and recommend the role to others.
Use Fill In Finder to make it easy for substitutes to accept jobs. If it’s too complicated, they may not accept as many open jobs.
Building a Stronger Substitute Pool
Recruiting substitutes isn’t just about filling immediate gaps; it’s about creating a reliable network of professionals who keep learning on track when teachers can’t be in the classroom. By broadening your reach, simplifying your process, and supporting substitutes once they’re hired, schools can build the kind of substitute pool that strengthens the entire learning community.
At Fill In Finder, we make it easier for districts to connect with the right substitutes and keep classrooms covered with confidence. With the right recruitment strategies and systems in place, schools can stop scrambling and continue thriving.